Last updated: September 29, 2026 · LeaseRails LLC, a Texas limited liability company
These Terms are the agreement between LeaseRails LLC ("LeaseRails," "we") and the company that signs up for the LeaseRails service ("you"). You accept them when you check the box at checkout, when you create a LeaseRails site, or when you use the service. The person accepting confirms they have authority to bind the company. If you have a separate agreement signed by both of us, that agreement controls and these Terms do not apply.
LeaseRails is hosted leasing-operations software that works on top of your property management system: lead replies, tours and booking pages, applications and leases, renewals, unit turns, availability, reporting and the related messaging. We host it, monitor it, back it up and keep it updated. We may improve or change features over time, and will not remove a core function you depend on without reasonable notice.
2.1 Your users. You decide who on your team gets access and with what role. You are responsible for what your users do and for keeping their sign-in details safe. Seats are unlimited.
2.2 What you need. The service requires an active subscription to a supported property management system with API access (Rent Manager today). Optional connections (Google Workspace, DocuSign, texting through your property management system) use your own accounts with those providers, at your own cost and under their terms.
2.3 Your property management system stays your system of record. LeaseRails reads from and writes to it through the connection you authorize. We never remove your data from it.
2.4 Practice mode and shadow mode. A new site starts on sample data until you connect your property management system, and automatic messaging stays off until you switch it on.
LeaseRails drafts and sends messages, offers and proposed lease terms using rules and AI-generated content. It is a workflow tool, not a substitute for your judgment. You are responsible for (a) reviewing output at the review points the product provides; (b) the accuracy of your data, property facts and pricing inputs; (c) making sure your communications, screening, offers and leasing decisions comply with the law, including fair-housing, tenant-screening and local rent rules; and (d) having the consents required to contact prospects and residents by email, text or phone, and honoring opt-outs. LeaseRails honors STOP requests it receives and keeps a record of them.
4.1 Two plans. Monthly: $2.00 per unit under management per month, with a $199 monthly minimum and no commitment. Annual: $1.60 per unit under management per month (20% off), with the same $199 monthly minimum, for a 12-month commitment, billed in monthly installments or paid for the year upfront. Where a building is rented by the bedroom, each bedroom is one unit. Seats are unlimited on both plans.
4.2 How units are counted. On both plans the unit count is taken from your property management system on the first day of each month, so the monthly amount moves with your portfolio while the rates stay fixed. Units you add or remove during a month are not prorated; the next monthly count picks them up.
4.3 Free trial. New customers get 14 days free on either plan. A card or bank account must be on file to start. You may cancel at any time during the trial, from Settings, Billing, and you will owe nothing. If you do not cancel before the trial ends, billing begins the day after it ends. A longer trial applies only if we agree to it in writing.
4.4 Billing on the 1st. Your billing month is the calendar month. We charge the payment method on file in advance on the 1st of each month through Stripe. When billing begins on a day other than the 1st, your first charge covers only the days left in that month, prorated by day, and full monthly billing starts on the following 1st. On the Annual plan paid upfront, the year is charged when the trial ends. You authorize the recurring charges for your plan. Prices exclude taxes; you are responsible for sales, use and similar taxes other than taxes on our income.
4.5 Late payment. If a payment fails and is not corrected within 10 days, we may, after 10 days' notice, make your site read-only until it is paid. Your data is not deleted because of a late payment.
4.6 Price changes. On the Monthly plan we may change the per-unit rate or the minimum with at least 60 days' notice by email; a change applies from the first billing month after the notice period, and you may cancel before it takes effect. On the Annual plan your rates are fixed for the 12-month commitment; a change applies only to the month-to-month period after it, on the same 60 days' notice.
4.7 Custom work you ask for outside the standard product is quoted separately and only done with your written approval.
5.1 Monthly plan. Your subscription runs month to month. You can cancel at any time from Settings, Billing, with no notice period, and it ends at the close of the month you have already paid for. We do not refund or credit the rest of that month.
5.2 Annual plan. Your subscription has a 12-month commitment that starts the day billing begins. At the end of the 12 months it continues month to month at your annual rate unless you cancel from Settings, Billing, or choose another annual commitment. Your commitment dates are always shown in Settings, Billing.
5.3 Leaving an Annual plan early. You may stop using the service at any time, but the commitment stands: the monthly installments for the remaining months stay payable, at the amount of your most recent monthly invoice, and we may charge them monthly as they fall due or in one payment. If you paid the year upfront, it is not refunded. This does not apply if you end under Section 5.4 or Section 9.
5.4 Ending for cause. Either of us may end the subscription if the other materially breaches these Terms and does not fix it within 30 days after written notice. If you end it for our uncured breach, you owe nothing for the period after the end date and we refund any fees prepaid for that period. We may suspend a site immediately if its use threatens the security of the service or breaks the law.
5.5 If we end a Monthly plan. We may end a Monthly plan, or an Annual plan after its commitment, with at least 60 days' notice. If our end date falls mid-month, we refund the unused days of that month.
5.6 What happens to your data. When a subscription ends we turn off access and you may revoke our connection to your systems. Your prospect, resident and financial records remain in your property management system. If you ask within 30 days, we will export the workflow records we hold (card notes, message logs, settings) in a common format, and then delete them within 30 more days, apart from routine backups, which expire on their normal cycle.
5.7 If we ever discontinue LeaseRails we will give at least 90 days' notice, keep it running during that time, hand over your configuration and records on request, release you from any remaining commitment, and refund any prepaid fees for the period after shutdown.
6.1 LeaseRails owns the software, its workflows, prompts, designs and documentation, and all improvements to them. You receive a non-exclusive, non-transferable right to use the service for your own portfolio, including buildings you manage for owners, during your subscription. You will not copy, resell, reverse engineer, or re-implement the service or its prompts and workflows, or let anyone else do so.
6.2 Your data is yours. You give us permission to use it only to run, secure, support and improve the service for you. We may use information that does not identify you, your residents or your prospects to improve the product.
6.3 Feedback you give us may be used freely to improve LeaseRails. Nothing in these Terms limits the other software you buy, build or use for your own business, as long as it is not a copy of LeaseRails.
7.1 Each of us keeps the other's non-public information confidential and uses it only to perform under these Terms, for the subscription and three years after. Trade secrets stay protected for as long as they are trade secrets.
7.2 We maintain administrative, technical and physical safeguards designed to protect your data, including encryption in transit, per-customer data separation, access controls and nightly encrypted backups. We use third-party providers to run the service (hosting, storage, email, AI models, payments); a current list is at leaserails.com/security, and we remain responsible for them.
7.3 The service processes personal information of prospects and residents on your behalf and only on your instructions. If we confirm a security incident affecting your data, we will tell you without undue delay and within 72 hours, and cooperate reasonably with your response. Our Privacy Policy describes how we handle information.
Support is by email at support@leaserails.com during business hours, Central time, with production outages monitored around the clock. The service depends on third parties, including your property management system's API and AI-model providers. We are not responsible for their outages, changes or pricing, and will use commercially reasonable efforts to adapt to material changes.
We warrant that the service will perform materially as described in its documentation. If it does not, tell us and we will fix it; if we cannot within a reasonable time, you may end the subscription, you will owe nothing for the rest of any commitment, and we will refund fees paid for the period it did not work. EXCEPT FOR THAT WARRANTY, THE SERVICE IS PROVIDED "AS IS," AND WE DISCLAIM ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT AI-GENERATED CONTENT IS ACCURATE OR THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR FREE.
10.1 By us. We will defend you against a third-party claim that the service, as we provide it, infringes that party's intellectual property rights, and pay the resulting judgment or settlement.
10.2 By you. You will defend us against a third-party claim arising from your data, your communications or leasing decisions, your violation of law, or your users' misuse of the service, and pay the resulting judgment or settlement.
10.3 The party seeking defense must give prompt notice, let the other control the defense, and cooperate.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER OF US IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST RENTS, LOST DATA OR BUSINESS INTERRUPTION, AND EACH PARTY'S TOTAL LIABILITY UNDER THESE TERMS WILL NOT EXCEED THE FEES YOU PAID OR OWED IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM. These limits do not apply to the indemnities in Section 10, to a breach of Section 6.1 or Section 7.1, or to your obligation to pay fees.
12.1 Changes to these Terms. We may update these Terms. We will email the account owner at least 30 days before a material change takes effect. Continuing to use the service after that date means you accept the update; if you do not, you may cancel, and on an Annual plan a change that materially reduces your rights does not apply until your commitment ends unless you accept it sooner.
12.2 Publicity. We may list your company name as a customer. Any case study, quote or logo use needs your written approval.
12.3 Law and venue. Texas law governs these Terms. Any lawsuit must be brought in the state or federal courts in Bowie County, Texas.
12.4 Assignment. You may not transfer these Terms without our consent, except to a successor that acquires substantially all of your business and accepts them. We may transfer them to an affiliate or to a successor to the LeaseRails business.
12.5 The rest. We are independent contractors. Neither of us is liable for delays caused by events beyond our reasonable control, other than payment. If a provision cannot be enforced, it is trimmed only as far as needed and the rest stands. Not enforcing a right is not a waiver of it. Notices go by email: to you at your account owner's address, to us at support@leaserails.com. These Terms, together with the Privacy Policy and the plan you choose at checkout, are the entire agreement between us about the service.